1 ROTARY YOUTH EXCHANGE A to Z For Those New to Rotary Youth Exchange Program NAYEN Anchorage Conference

2 Table of Contents Overview10 Rotary Club Involvement5 Rotary District Involvement5 Outbound Programs25 Long Term Inbound Program25 Short Term Exchange5 Minutes

3 Table of Contents Budgets5 VISA Process5 Initiating Exchanges 5 Compliance10 References Q & A Minutes

4 Table of Contents Overview6 Rotary Club Involvement16 Rotary District Involvement23 Outbound Programs28 Long Term Inbound Program50 Short Term Exchange76 Budgets82 VISA Process87

5 Table of Contents Initiating Exchanges 91 Compliance Issues 94 References 116 Q & A

6 ROTARY YOUTH EXCHANGE “An Opportunity of a Lifetime” Quick Introduction for Potential Outbound Students

7 What Is Rotary! International service organization Overall Goal – making community, world a better place One major goal – Polio Plus –$240 million and counting has been raised to immunize children of the world Key program – Rotary Youth Exchange –Providing ambassadors through our youth

8 Youth Exchange Program Summary Two Programs –Short Term Program (Regular and New Generations) –Long Term Program Opportunity to experience new culture Opportunity to be an ambassador Opportunity to make friends for a lifetime

9 Short Term Program Regular STE One on One exchange with another student Hosted by exchange student’s family Normally three to four weeks in each country NGE STE Each District has its own program

10 Long Term Program For one school year Total immersion in the culture –Will become fluent in the language Hosted by 3 families (on the average) Supported by Rotary club and Rotary counselor

11 Characteristics of RYE Careful interviews Thorough orientations Local support group (Rotary club) Activities provided by Rotary Low cost WHY ROTARY YOUTH EXCHANGE IS #1 !

12 Qualifications of Rotary Exchange Student Good student (upper half of class) Willingness to adapt to new situations Initiative to get involved in activities Willingness to speak to groups Attitude for giving to others THE TRAITS FOR BEING AN AMBASSADOR

13 Costs of the RYE Programs Flat Fee or Non-Flat Fee Short Term -- –Air fare –Insurance –Incidental costs abroad –Costs for hosting Long Term -- –Air Fare –Insurance –Orientations –Language camp –Monthly allowance –Blazer, pins, slides Host club provides allowance

14 Schedule Short Term –Club Interview –Dist Interview –Orientation with parents –Departure for Exchange Long Term –Club Interview –Briefing Meeting –Dist Interview –Orientations with parents –Departure for Exchange –Return from Exchange Note: Some districts combine Short Term and Long Term processes

15 For More Information Short Term –Local club rep –ST Outbound Coordinator –District Youth Exchange Officer –Web sites Long Term –Local Club Rep –LT Outbound Coordinator –District Youth Exchange Officer –Web sites

16 ROTARY CLUB INVOLVEMENT

17 Club Involvement is Critical No club involvement ==> no program Some districts have high club participation and other have low participation Improvement needed and certainly possible –A culture change

18 Challenges to Club For hosting students (long term) –Budget ($1,500 to $2,500) including allowance –Host Families (perhaps biggest challenge) For sending student (short term / long term) –Little cost unless providing scholarship –Provide banners For both –Having committee to lead effort (more later)

19 Paybacks Can Be Enormous Inbound / outbound students –Memorable experience of lifetime Rotary members –Opportunity to become true Rotarians –Friendships around the world Rotary clubs –Involved in making world a better place

20 Club Structure for YE President Board of Directors New Generations Director YOUTH EXCHANGE COMMITTEE –Club YEO (2-3 year term) –Counselor(s) for Student(s) –3 to 5 members (2 to 3 year terms)

21 Tasks for YE Committee Inbound Program (for long term students) –Find host families (look for dynamic Moms) –Appointing counselor (the “best friend”) –Getting student involved (club, school, city) Outbound program –Advertising short term / long term programs –Interviews / orientations (club and dist levels)

22 Sources for Help District Committee (if active) North American Youth Exchange Network (NAYEN) –Web Sitewww.yeoresources.org RI materials / resources –See RI RYE Handbook

23 Rotary District Involvement

24 Strong District YE Leadership Essential Gain support of District Governor Promote club involvement Establish exchange agreements abroad Oversee budget and calendar Lead activities during year Support clubs as needed –Giving programs at Rotary meetings –Helping clubs to solve problems

25 Outbound Program –Promoting program at schools –Student interviews –Family and student orientations –Rebound orientation Inbound Program –Counselor and host family orientation –Student orientation –Socials (Christmas party, …) District Conference

26 District Committee Basic Structure Youth Exchange Officer Long term chairmen –Inbound students –Outbound students Short term chairman Treasurer See RI RYE Handbook

27 Numerous Resources to Help RI (handbook, other materials) NAYEN Conference RI YEO Meeting at International Conference Experienced YEOs

28 Outbound Program

29 Three Elements Recruiting Interviews Orientations

30 Recruiting Outbound Students

31 Recruiting Students Former exchange students (Rotex) Inbound Exchange Students Web Sites, Facebook, … Videos Enlightening Message from Rotarians Rotarians talking to friends

32 Club Involvement is Key How many clubs make visits to schools –5 or more clubs –10 or more clubs –25 or more clubs Visitor does not have to be expert –Sample presentations are available –Experienced people will help

33 Approaching Schools Does Work One Rotary club in Houston visited 4 schools, each for a day. Result for –Long term outbounds – 13 –Short term outbounds – 10 Result for –Long term outbounds – 16 –Short term outbounds – 10

34 Message at School RYE program is special Looking for students who want a challenge Not right for all students Fantastic opportunity for those wishing to be ambassador

35 Follow Up Meeting For Students and Parents Those supporting –Rotarians –Inbounds and Rotexes –Rotex parents Tools –Presentations –Videos –Speeches (Rotex, Rotex parents, Rotarians)

36 Keys to Success Numerous Rotarians working across district –Active approach, not waiting for students to magically appear Repetition of process year to year –Learn from experience –Schools will expect you and advertise –Improve as you go

37 Interviewing Outbound Student Applicants

38 Qualifications of Rotary Exchange Student Good student (upper half of class) Willingness to adapt to new situations Initiative to get involved in activities Willingness to speak to groups Attitude for giving to others THE TRAITS FOR BEING AN AMBASSADOR

39 Interviewers Rotarians Students – Rotexes and some inbound students Previous host parents Student & Parent Interview Panels

40 Interview Forum Idea Suggest interviewing long term and short term students at same meeting –Students may change minds on which program they want to be in –Short term students will gain insight into long term program and may later apply for long term

41 A Process Multiple interview stations –Adapting to Host family –School –Being an ambassador –Speech Students rotate to each station Compilation of scores / discussion Later independent assessment by Rotex Further Assessment over week-end (Christmas party with inbounds)

42 Decision Making Factors to consider –Number of slots available –Likelihood that student will succeed in new culture / language environment –Would interviewer be willing to host student in own home? Better to say no than to have student fail Short term exchange may be alternative for students who have good attitudes but are less mature

43 Outbound Student Orientation

44 Purpose “To prepare student as well as one can be prepared to spend their time abroad” –For long term students –For short term students Superb material in RI RYE Handbook –Long Term Orientation –Short Term orientation

45 Categories of Material Topics for all orientations –What is Rotary –Why does Rotary sponsor Youth Exchange Preparation for departure Helpful hints for time abroad

46 Preparation for Departure Importance for learning the language Knowing the country culture Passport, VISA, Insurance, Airline tickets Immunizations Gifts, Photography, Luggage, Packing Importance of making right first impressions Blazers, trading pins, ID cards Rotary club presentations

47 Helpful Hints for Year Abroad Rules and expectations of Rotary Being the ambassador Adapt to Host Family, 1 st night questions Importance of Rotary counselor Participation in School Homesickness, communications home Making close friends, speaking language Getting involved with club and community

48 Schedule for Orientations Long Term Students – 2 to 4 orientation sessions (one session may be combined with an inbound oriention) Short Term students –1 orientation session (may be combined with long term orientation)

49 Useful Hints in Orientations Use of Rotex students Rotary video, materials Preach little as possible –Use role play –Have small group discussions Provide orientation manual (their Bible) Provide directory of participants –They do become close friends

50 Inbound Program

51 Two Orientations Counselor and Host Family Orientation(s) prior to student arrival 1 st Student orientation 2 -6 weeks after arrival 2 nd Student orientation 5 months after arrival

52 Counselor / Host Family Orientation Tidbits Address calendar / budget Former host family/counselor speak Stress “treating student as your own” Emphasize club involvement Prepare, prepare, prepare –Be Proactive, not reactive to stay ahead –Example: contact school club sponsors in student’s area of interest prior to student arrival

53 Importance of Rotary Counselor

54 Rotary Counselor Is Key to Success Year-around Rotary contact for student and host families Best friend to help solve problems for student and host families –Students 16 to 18 years old and need help –Important small problems get resolved before they become big problems !!! Rotary counselor must want to devote time

55 Tasks Begin Before Student Arrives (Being Proactive) Welcome letter to student with pictures Ensure contact from host families Insert articles in club bulletin Plan options for school (classes, clubs, activities) Look for initial set of friends (Interact, neighbors, clubs, …)

56 Tasks on Student’s Arrival Build rapport (host in home for 3-4 days) File important papers or make copies (passport, Visa, DS 2019, return airline ticket) Ensure insurance in order Discuss end-of-year tours with student Arrange with families for welcome party

57 Challenges for student are many –Adapt to host family –Apply self at school; establish rapport with teachers –Make right set of friends –Become involved in Rotary club –Be known in the community –Communicate to Rotary back home Ongoing Ways to Help

58 CHALLENGES FOR THE ROTARY EXCHANGE STUDENT Host Rotary Club Host Families Exchange Student / Counselor Your Community School Friends in High School Host Rotary District

59 Some Counselor Responsibilities Be the “best friend” for the student Support host families Serve as link from club to student –Help to get club involved Transition students from family to family Monitor student progress in school

60 Problem Solving Naive idea -- students will not need help –New culture, language, friends, families –16 to 18 years old Numerous examples have occurred where student has a problem and counselor not there Small problem became big problem –Potential situation to be sent home

61 Ways for Counselor to Seek Help Club Youth Exchange Committee District Committee / YEO RI Youth Exchange Handbook

62 Summary Active counselor is vital to student Ensure orientations are held for counselor Good idea -- counselor-in-training for following year

63 Host Family Preparation

64 Basic Rule for Host Families TREAT STUDENT AS YOUR OWN! –Responsibilities –Rules (Curfew, …) –Freedoms Note: Students are here to learn and understand our way of life and are instructed to adapt, adapt, adapt

65 Expectations of Student Toward Family Be considerate, ask permission Allow host family to know your friends Understand parent position –Sometimes they will have to say “no”

66 Suggestion Students and host families review list of questions provided by Rotary –What do I call you? –Should I wash my clothes? –Does Dad have a favorite chair? Proven effective technique for heading off problems / awkward situations before they occur

67 Inbound Student Orientation

68 Key Factors Utilize Rotex 2-way communication Stress maintaining calendar Emphasize good decision making, being the ambassador

69 Sample Family Rules No smoking (it may be against law) Be on time (call if going to be late) Curfew They need to know your friends Keep up with homework from school Follow rules using computer

70 Rotary Expectations toward School Rotary requires you to attend classes regularly and be a good student Have clear understanding of school credits you wish to transfer home Say thank you to school teachers Sometimes Rotary will take you out of school; you are expected to make up work

71 Making Close Friends A major challenge to YE students Be careful to choose right set of friends Join clubs; actively participate –Interact (in many of the schools) –Sports –Theater –Band, orchestra

72 Speaking Host Language At times students speak first language –Considered quite rude –Forces others away from them This can be major problem

73 Following Rules of Rotary No drinking No driving (including no drivers’ education class) No drugs No serious dating No downloading or disfigurement Quick ways to go home!

74 Rotary Expectations Follow rules signed in application Make every effort to adapt to family Seek Rotary help (counselor, others) Remember – RYE is not a travel program Be prepared to give presentation to Rotary club during year

75 Getting Involved in Community Rotarians will encourage your involvement in Rotary and community –Rotary meetings –Programs to Rotary clubs –Programs to schools and clubs Be prepared to say “yes” and be proud to be ambassador for your country and for Rotary

76 Short Term Exchanges

77 Three Categories Home stays –Most of our experience Camps (can include college students) –Conducted Europe, Turkey, California, … New Generations –For individuals or groups See RI RYE Handbook

78 Home Stays Ages 15 to 18 (high school) 1 on 1 exchange with another student Hosted by exchange student’s family Normally 3 to 4 weeks in each country In home interviews and CBC required

79 Camps Brings students together from several countries Examples –Wilderness camp in Canada –Turkey Any district can initiate one of its own Mentors – friends in above areas

80 New Generations Can be for individuals –Short term exchange at higher age level –Vocational experience Can be for groups, led by Rotarian –Much like a GSE team, but not foundation supported –Examples – College class

81 Common Characteristics Provide introduction to new culture Require interviews Require orientations Provide opportunities to be ambassador Predicted cost – mostly driven by airfare

82 Budgets

83 RYE District Budget Outbound RYE District Budget –Line item in your District’s Budget –Outbound Students - Flat Fee System –Outbound Students – Administrative Fee –Fund Raisers

84 Items District RYE Budget May Cover Multi-District fees Meetings – travel, hotel, registration –for Dist Governor, YEO, committee chairs Sending Representatives to regional conferences Interviews and Orientations Promotional material Administration office expenses

85 Outbound Student Flat Fee Student Fees to district cover the following: –Airfare –Insurance –Orientations –Business Cards –Blazer, Trading Pins, Shirts –Administrative –Rebound Meeting –Supplement to support district activities

86 Club Budget Student allowance District activities for students –Orientations –Rotary District Conference Rotary meetings School fees Special activities (ski pass, tennis club, etc.)

87 VISA Process

88 VISA Process Long Term Exchange Parts of the visa application process is different depending on the nationality of the student and the hosting country Items needed to start visa process –Completed application –Completed Guarantee Forms –Student has current passport

89 VISA Process, Continued Other items that might be needed –Confirmed airline reservations –Immunization records –Bank account statement –Police report –Documents required by a specific country (for the US, the DS2019 form)

90 VISA Process, Continued VISA application –Student responsibly –Travel agent responsibility –RYE District responsibility

91 Initiating Exchange Agreements with Other Countries

92 Districts must be certified by RI Desirable to know district’s level of involvement –Will student experience Rotary? Ask others about their experience with a potential exchange partner

93 Exchange Agreement Several items need to be agreed upon –Insurance –Student restrictions Age / grade in school Vegetarians (many countries will not accept) –Timetable for completing guarantee forms –Dates of Arrival –Language camps

94 Compliance

95 Compliance Issues All RYE Programs –Rotary International Certification –Rotary International Student Protection Policy Counselor criminal background checks Counselor training Host Family criminal background checks Host Family training

96 Compliance Issues USA US Dept of State State compliance requirements CSIET compliance Some US RYE programs have procedures because of US only compliance requirements

97 Resources RI Rotary Youth Exchange Handbook First night questions (yeoresources.org) Experienced YEOs Web Sites – – –Various RYE program websites

98 QUESTION TIME ? ? ? ? ? ? ? ? ?